establish and maintain payroll system

Task 4: Handle Payroll Enquiries PR4.1 You have received the following email enquiry from Edward. In the space provided below please write an email to Edward responding to his enquiry. Please refer to the company policies and procedures to make sure you adhere to the designated timeframes. To j.stafford@npss.com.au From edward.m@yourdomain.com Subject Superannuation Date 30/5/2020 Message Hi Jodie (that's you the bookkeeper), I would like to contribute more into my super. Can you please advise me as to how much extra I should put in. Regards Edward Morgan Your Response edward.m@yourdomain.com From Subject Date Message North Park Stationery Supplies North Park Stationery Supplies is a recently opened stationery store in Cascade Peak. The store has been in operation for roughly a year now. Below are the policies and procedures the business has developed for accounting and bookkeeping North Park Stationery Supplies Organizational Chart Tasklol Manager Malcolm Stewart Bookkeeper Jodie Stafford Clerk Clerk Hannah Scofield Edward Morgan POLICIES AND PROCEDURES The North Park Stationery Supplies financial policy and procedure manual provides the policies and procedures for financial transactions within the business which must be followed by all staff. It also provides guidelines North Park Stationery Supplies will use to administer these policies, with the correct procedure to follow. These policies and procedures apply to all employees. 1. Accounting System The business keeps an accrual set of books using MYOB, accounting for debtors and creditors. When data is entered, the source document must be checked for validity, and the account code and initials of who entered the data is required on the source document. Currently they complete their Payroll manually. 2. General Ledger A chart of accounts has been drawn up in consultation with the accountant. Accounts are not to be added to unless there is no other account which can be used and approval has been given by the Supervisor. If accounts are added, care must be taken so that the new accounts are on the correct level so that financial reports are accurate, 3. Electronic Filing Copies of all reports prepared are stored electronically on a USB. 4. Errors and Discrepancies It is essential that the books of the business are accurate and correct. Any discrepancies should be reviewed by Malcolm Stewart. Where necessary, entries should not be deleted (e.g. dishonoured cheque). A new general journal entry needs to be created to fic any discrepancies or errors made 5. Data Security All documents no longer required in the business must be shredded for security reasons, never put in the rubbish bin. All documentation is to be stored away securely in the locked filing cabinet. Access to this information is restricted to staff depending on their level of responsibility. The Administrator has access to the whole system with no restrictions. All other staff are restricted from accessing any payroll information. PAYROLL MANAGEMENT POLICY AND PROCEDURES 1. Introduction This payroll management policy and procedure manual is designed to provide payroll staff and contractors direction as to the business rules and regulations for staff and in staff management and operations. The aim of this procedure is to enable staff to promptly find answers to payroll issues regarding pay, employee entitlements and conditions of the workplace. It will help staff to be better informed and equip staff with resources needed to complete their payroll responsibilities. 1.1. Payroll Administration Tasks 1) Add new employees and provide New Employee induction kits 2) Collate and process timesheets 3) Process fortnightly pays 4) Issue pay slips 5) Monitor and process annual leave applications 6) Monitor and process personal leave and medical certificates 7) Monitor long services leave 8) Prepare and issue payment summaries 9) Manage employee contracts 10) Manage employee queries 2. Payroll Instructions 2.1. Payroll Business Guidelines 2.1.1. Privacy Payroll administrators are required to maintain confidentiality over all employee information and keep it secure. Refer to basic principles of the Privacy Act 1988. 2.1.2. Tax File Numbers Privacy for the TFN is the utmost importance and Tax Declaration Forms should be stored in a secure place and not accessed by unauthorised personnel. As a recipient of a TFN, payroll administrator must ensure that access to records containing TFN information is restricted to individuals who have authority to access them. 2.1.3. Standard Work Week Full-time staff work a standard 38-hour week, as per the National Employment Standards. This consists of 8 work hours on Mondays and 7.5 work hours from Tuesday to Friday. Overtime is calculated on time worked in excess of 38 hours in line with the Modern Award 2.1.4. Wages and Salaries Payroll information will not be provided to any other staff or third parties (such as banks) unless prior approval has been provided by the employee to release such information. A registered enterprise bargaining agreement between North Park Stationery Supplies and its employees is in place ('North Park Stationery Supplies Enterprise Agreement'). However, this will be effective in the next year. Individual employment agreements are also in place and can be found in the individual's employee records in the HR files. Care must be taken that all applicable entitlements based on awards and employment agreements are followed in the payroll. 2.1.5 Allowances and deductions Allowances Car allowance paid at 0.78c per km Meal allowance paid as per the Clerks Private Sector Award 2010. Deductions Child Support - both employee and Department of Human Services DHS must be informed of changes to Salaries and Wages. Additional Superannuation as authorised by the employee. 2.1.6. Overtime Overtime must be approved by the Manager before it is performed and signed off on the employee's time sheets fortnightly. The first two hours is paid at time and a half and any hours after that at double time on a daily basis. 2.1.7. Annual Leave Full-time permanent employees are entitled to a four (4) week annual leave a year as per NES Standards. Permanent part-time employees are entitled to pro-rata based on their hours worked. Permanent staff being paid an hourly rate entitled to annual leave are also entitled to leave loading which is paid at 17.5%. 2.1.8. Personal Leave - Medical Certificate required. Ten (10) days' Personal Leave per annum including two (2) days carer's leave is paid to full-time staff as per NES standards. Permanent part-time employees are entitled to pro-rata based on their hours worked. Business has a legal right to ask employees for evidence supporting their absence therefore; medical certificates must be provided before leave is paid. 2.1.9. Long Service Leave Long Service leave is accrued as per NES Standards and the relevant State/ Territory legislation. 2.1.10. Other Leaves 2.1.11. Appropriate documentation and notice is required for Paid Parental Leave, Leave Without Pay and Long Service Leave. Pay Slips Pay slips must be issued to each employee on the day of pay day. The company chooses to email pay slips to private email addresses. All employees are to sign and initial authority for pay slips to be emailed. At the end of the financial year, each employee is given a payment summary containing their total payments for the year and all amounts withheld from these payments. 2.1.12. Superannuation Employees are entitled to superannuation of 9.5% of ordinary time's earnings. Superannuation begins to accrue once an employee has earned $450 in any month and is payable on every dollar earned as ordinary time earnings. The companies default superannuation fund is Care Superannuation. However, the employee can elect to choose their own super fund. 2.2. New Staff 2.2.1. Essential Documentation for New Staff 1) Fair Work information sheet (Fair Work information sheet) 2) Employment Contract 3) Superannuation choice form 4) Annual leave Request Application 5) Employee information forms to outline employee details and Bank Details 6) TFN Declaration 7) Employee Authority to email payslip 8) Employee authority to email payment summary 9) Emergency contact details. Copies of signed employee documents are filed in the Employees HR files. 2.2.2. Award/Contract/Agreement Modern Awards are used in the business. Clerical Clerks Private Sector Award 2010 2.2.3. Changes to Payroll deductions. Any changes to the employee's pay's must be notified in writing. This includes but is not limited to voluntary superannuation contributions, changes to the tax to be Hannah Maureen Scofield 56 Stafford Rd Jodie Maree Stafford 44 Kirby St Address Malcolm John Stewart 22 Logan Rd Marsden QLD 4132 07 3200 6785 Edward Leonard Morgan 56 Pickering St Enoggera Qld 4051 07 3356 8000 Everton Park 4053 07 3353 4653 Arana Hills 4054 07 3851 4532 Telephone Personal Details Date of Birth Gender 2nd May 1972 Male 10th March 1990 Female 9th June 1988 Male 6th October 1984 Female 1st September 2012 Start Date 1st April 2002 11th March 2013 Status Full time 6th October 2006 Permanent Part Time Mon 8hrs, Tues-Thu 7.5 hrs Clerical Award Level 4 Full Time Clerical Award Level 1 Year 2 Casual Clerical Award Level 5 Manager Classification Wages, Super & Deductions Salary $75,000 p/a Child Support $95 per pay Care Super 773876 $21.75 p/hr O/t 1.5 Car Allowance .78cents per km Sunsuper 784426 $32.75 p/hr After Tax Super $60 Care Super 865189 $25.18 p/hr Meal Allowance As per Award Sunsuper 793341 Super Fund Membership Number Entitlements Holiday Pay Personal Leave Taxes TEN Yes Yes Yes Yes Yes Yes 678 234 145 781 442 621 965 872 568 782 456 556 Tax Scale Tax Free Threshold + HECS or HELP Tax Free Threshold No Tax Free Threshold Tax Free Threshold Task 4: Handle Payroll Enquiries PR4.1 You have received the following email enquiry from Edward. In the space provided below please write an email to Edward responding to his enquiry. Please refer to the company policies and procedures to make sure you adhere to the designated timeframes. To j.stafford@npss.com.au From edward.m@yourdomain.com Subject Superannuation Date 30/5/2020 Message Hi Jodie (that's you the bookkeeper), I would like to contribute more into my super. Can you please advise me as to how much extra I should put in. Regards Edward Morgan Your Response edward.m@yourdomain.com From Subject Date Message North Park Stationery Supplies North Park Stationery Supplies is a recently opened stationery store in Cascade Peak. The store has been in operation for roughly a year now. Below are the policies and procedures the business has developed for accounting and bookkeeping North Park Stationery Supplies Organizational Chart Tasklol Manager Malcolm Stewart Bookkeeper Jodie Stafford Clerk Clerk Hannah Scofield Edward Morgan POLICIES AND PROCEDURES The North Park Stationery Supplies financial policy and procedure manual provides the policies and procedures for financial transactions within the business which must be followed by all staff. It also provides guidelines North Park Stationery Supplies will use to administer these policies, with the correct procedure to follow. These policies and procedures apply to all employees. 1. Accounting System The business keeps an accrual set of books using MYOB, accounting for debtors and creditors. When data is entered, the source document must be checked for validity, and the account code and initials of who entered the data is required on the source document. Currently they complete their Payroll manually. 2. General Ledger A chart of accounts has been drawn up in consultation with the accountant. Accounts are not to be added to unless there is no other account which can be used and approval has been given by the Supervisor. If accounts are added, care must be taken so that the new accounts are on the correct level so that financial reports are accurate, 3. Electronic Filing Copies of all reports prepared are stored electronically on a USB. 4. Errors and Discrepancies It is essential that the books of the business are accurate and correct. Any discrepancies should be reviewed by Malcolm Stewart. Where necessary, entries should not be deleted (e.g. dishonoured cheque). A new general journal entry needs to be created to fic any discrepancies or errors made 5. Data Security All documents no longer required in the business must be shredded for security reasons, never put in the rubbish bin. All documentation is to be stored away securely in the locked filing cabinet. Access to this information is restricted to staff depending on their level of responsibility. The Administrator has access to the whole system with no restrictions. All other staff are restricted from accessing any payroll information. PAYROLL MANAGEMENT POLICY AND PROCEDURES 1. Introduction This payroll management policy and procedure manual is designed to provide payroll staff and contractors direction as to the business rules and regulations for staff and in staff management and operations. The aim of this procedure is to enable staff to promptly find answers to payroll issues regarding pay, employee entitlements and conditions of the workplace. It will help staff to be better informed and equip staff with resources needed to complete their payroll responsibilities. 1.1. Payroll Administration Tasks 1) Add new employees and provide New Employee induction kits 2) Collate and process timesheets 3) Process fortnightly pays 4) Issue pay slips 5) Monitor and process annual leave applications 6) Monitor and process personal leave and medical certificates 7) Monitor long services leave 8) Prepare and issue payment summaries 9) Manage employee contracts 10) Manage employee queries 2. Payroll Instructions 2.1. Payroll Business Guidelines 2.1.1. Privacy Payroll administrators are required to maintain confidentiality over all employee information and keep it secure. Refer to basic principles of the Privacy Act 1988. 2.1.2. Tax File Numbers Privacy for the TFN is the utmost importance and Tax Declaration Forms should be stored in a secure place and not accessed by unauthorised personnel. As a recipient of a TFN, payroll administrator must ensure that access to records containing TFN information is restricted to individuals who have authority to access them. 2.1.3. Standard Work Week Full-time staff work a standard 38-hour week, as per the National Employment Standards. This consists of 8 work hours on Mondays and 7.5 work hours from Tuesday to Friday. Overtime is calculated on time worked in excess of 38 hours in line with the Modern Award 2.1.4. Wages and Salaries Payroll information will not be provided to any other staff or third parties (such as banks) unless prior approval has been provided by the employee to release such information. A registered enterprise bargaining agreement between North Park Stationery Supplies and its employees is in place ('North Park Stationery Supplies Enterprise Agreement'). However, this will be effective in the next year. Individual employment agreements are also in place and can be found in the individual's employee records in the HR files. Care must be taken that all applicable entitlements based on awards and employment agreements are followed in the payroll. 2.1.5 Allowances and deductions Allowances Car allowance paid at 0.78c per km Meal allowance paid as per the Clerks Private Sector Award 2010. Deductions Child Support - both employee and Department of Human Services DHS must be informed of changes to Salaries and Wages. Additional Superannuation as authorised by the employee. 2.1.6. Overtime Overtime must be approved by the Manager before it is performed and signed off on the employee's time sheets fortnightly. The first two hours is paid at time and a half and any hours after that at double time on a daily basis. 2.1.7. Annual Leave Full-time permanent employees are entitled to a four (4) week annual leave a year as per NES Standards. Permanent part-time employees are entitled to pro-rata based on their hours worked. Permanent staff being paid an hourly rate entitled to annual leave are also entitled to leave loading which is paid at 17.5%. 2.1.8. Personal Leave - Medical Certificate required. Ten (10) days' Personal Leave per annum including two (2) days carer's leave is paid to full-time staff as per NES standards. Permanent part-time employees are entitled to pro-rata based on their hours worked. Business has a legal right to ask employees for evidence supporting their absence therefore; medical certificates must be provided before leave is paid. 2.1.9. Long Service Leave Long Service leave is accrued as per NES Standards and the relevant State/ Territory legislation. 2.1.10. Other Leaves 2.1.11. Appropriate documentation and notice is required for Paid Parental Leave, Leave Without Pay and Long Service Leave. Pay Slips Pay slips must be issued to each employee on the day of pay day. The company chooses to email pay slips to private email addresses. All employees are to sign and initial authority for pay slips to be emailed. At the end of the financial year, each employee is given a payment summary containing their total payments for the year and all amounts withheld from these payments. 2.1.12. Superannuation Employees are entitled to superannuation of 9.5% of ordinary time's earnings. Superannuation begins to accrue once an employee has earned $450 in any month and is payable on every dollar earned as ordinary time earnings. The companies default superannuation fund is Care Superannuation. However, the employee can elect to choose their own super fund. 2.2. New Staff 2.2.1. Essential Documentation for New Staff 1) Fair Work information sheet (Fair Work information sheet) 2) Employment Contract 3) Superannuation choice form 4) Annual leave Request Application 5) Employee information forms to outline employee details and Bank Details 6) TFN Declaration 7) Employee Authority to email payslip 8) Employee authority to email payment summary 9) Emergency contact details. Copies of signed employee documents are filed in the Employees HR files. 2.2.2. Award/Contract/Agreement Modern Awards are used in the business. Clerical Clerks Private Sector Award 2010 2.2.3. Changes to Payroll deductions. Any changes to the employee's pay's must be notified in writing. This includes but is not limited to voluntary superannuation contributions, changes to the tax to be Hannah Maureen Scofield 56 Stafford Rd Jodie Maree Stafford 44 Kirby St Address Malcolm John Stewart 22 Logan Rd Marsden QLD 4132 07 3200 6785 Edward Leonard Morgan 56 Pickering St Enoggera Qld 4051 07 3356 8000 Everton Park 4053 07 3353 4653 Arana Hills 4054 07 3851 4532 Telephone Personal Details Date of Birth Gender 2nd May 1972 Male 10th March 1990 Female 9th June 1988 Male 6th October 1984 Female 1st September 2012 Start Date 1st April 2002 11th March 2013 Status Full time 6th October 2006 Permanent Part Time Mon 8hrs, Tues-Thu 7.5 hrs Clerical Award Level 4 Full Time Clerical Award Level 1 Year 2 Casual Clerical Award Level 5 Manager Classification Wages, Super & Deductions Salary $75,000 p/a Child Support $95 per pay Care Super 773876 $21.75 p/hr O/t 1.5 Car Allowance .78cents per km Sunsuper 784426 $32.75 p/hr After Tax Super $60 Care Super 865189 $25.18 p/hr Meal Allowance As per Award Sunsuper 793341 Super Fund Membership Number Entitlements Holiday Pay Personal Leave Taxes TEN Yes Yes Yes Yes Yes Yes 678 234 145 781 442 621 965 872 568 782 456 556 Tax Scale Tax Free Threshold + HECS or HELP Tax Free Threshold No Tax Free Threshold Tax Free Threshold